ACME
RELOCATION POLICY
PERMANENT TRANSFER
NATIONAL & INTERNATIONAL
______________________________________________________________
TABLE OF CONTENTS
______________________________________________________________
1.
RELOCATION POLICY
2.
TRAVEL
2.1
Travel Within New Zealand
2.2
International Travel
2.3
Destination
3.
TEMPORARY ACCOMMODATION
3.1
International Transit
3.2
Domestic Transit
3.3
Destination
4.
REAL ESTATE
4.1
Real Estate Sales
4.2
Property Disposal
4.3
Real Estate Purchase
5.
RENTAL HOUSING
5.1
Rental At Origin Location
5.2
Rental At Destination Location
5.3
Rental Of Employee’s Family Dwelling
6.
REMOVALS
6.1
International Removals
6.2
National Removals
6.3
Excess to Allowance
6.4
Pro Rata Refunds
7.
STORAGE
7.1
International Relocation
7.2
National Relocations
8.
MARINE AND TRANSIT INSURANCE
9.
TRAVEL AND BAGGAGE INSURANCE
9.1
Exceptions
10.
SETTLEMENT PROGRAM
10.1 Preview Visit
10.2 Settlement Services
11.
PETS
12.
EXCLUSIONS
13.
CUSTOMS IMPORT DUTIES
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14.
REIMBURSEMENTS
14.1 Expenses Charged Directly To ACME
14.2 Expenses Met By Transferee
14.3 Other
15.
ADDITIONAL ALLOWANCE
16.
MISCELLANEOUS
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1.
RELOCATION POLICY
 Introduction
When a planned relocation includes employees (and their family)
transferring to a new location at ACME’s request, and such a
transfer involves a change of residence, ACME will pay reasonable
costs associated with the transfer.
 Purpose
Relocation Policy is intended to ensure that employee transfers are
completed on a consistent and fair basis, and are cost effective while
ensuring minimal disruption to employees and their families.
 Scope
This Relocation Policy is applicable to relocations either into, within
or out of New Zealand and/or Australia.
ACME’s financial responsibilities is limited to the subjects covered by
this document. special circumstances however will be considered at
the discretion of the General Manager, Human Resources.
 Eligibility
“Standard Relocations” are defined as relocations recommended
and initiated by ACME for business reasons.
“Voluntary Relocations” are defined as voluntary internal or external
applications by an individual for a position at another location.
Relocation Policy is generally applicable to standard relocations. In
the case of a voluntary relocation, ACME is not obliged to provide
assistance, however, assistance may be provided on a case by case
basis at the discretion of ACME.
Entitlements described in this document are applicable to:


Current employees on transfer
New employees relocating permanently
In some instances a maximum dollar expenditure may be nominated
relative to an individual employee’s relocation expenses. In these
circumstances the overall entitlement will be governed by either the
maximum expenditure nominated or the cost of the entitlements
received whichever is the lesser.
“Family” is defined as the employee, their partner and dependants.
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2.
TRAVEL
ACME will pay reasonable travel expenses for employees and their
family.
2.1 Travel Within New Zealand
When relocation from one domestic location to another ACME will
reimburse mileage expenses for a maximum of 2 vehicles at a rate
of 0.55c per km plus Inter-island ferry costs (if applicable) within
New Zealand.
Alternatively
Thrifty air travel may be utilised when necessary.
2.2 International Travel
When moving internationally from one location to another, ACME
may/will provide standard class fares from door to door by the most
logical route.
2.3 Travel Home
If ACME request an employee relocates to their new location prior
to the sale of their family home, ACME may/will reimburse the cost
of commuting home for a reasonable duration provided their
partner and/or dependants remain at the old location. Mileage may
be claimed at the current rate of 0.55 cents per kilometer. All air
travel must be economy class or thrifty where possible.
3.
TEMPORARY ACCOMMODATION
3.1 International Transit
When moving internationally employees are entitled to a maximum
of 2 days transit hotel accommodation and meal expenses either
prior to or during the journey.
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3.2 Domestic Transit
When moving within New Zealand employees are entitled to
reasonable accommodation costs for a maximum of two days
either before the journey commences and/or during the journey.
3.3 Destination
 ACME’s goal is to achieve full settlement at the destination
location within a reasonable timeframe.
 ACME will pay for up to 28 days suitable accommodation at the
eventual destination for employees moving internationally or
employees moving within New Zealand or Australia who are
purchasing a home.
 Employees moving within New Zealand or Australia who are
renting a home or alternatively have already purchased at the
destination are entitled to a maximum of 14 days suitable
accommodation.
 ACME will reimburse reasonable meal expenses for the first
and last nights of company paid temporary accommodation.
 Employees are responsible for all telephone and meal
expenses incurred whilst residing in company arranged
accommodation.
 Normal commuting expenses while in arranged
accommodation are the responsibility of the employee.
4.
REAL ESTATE
4.1 Real Estate Sale
 For current employees ACME may/will reimburse real estate
agents fees for the sale of an “owner occupied family dwelling”
at the origin location.
 ACME may/will reimburse property auction fees including
advertising fees by arrangement with the employee and at the
discretion of the General Manager Human Resources.
 ACME may/will reimburse legal fees for the sale of an “owner
occupied family dwelling” at the origin location.
4.2 Property Disposal
 To ensure ACME’s costs are not increased while an employee
is selling their home, ACME may request a registered valuation
and Realtor Property Report to determine that the property is
listed at a realistic price. ACME’s philosophy is to
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provide real estate assistance to employees on a fair and
reasonable basis.
 If a home is still on the market after 2 months, an appropriate
course of action will be discussed by the General Manager,
Human Resources and the Employee.
4.3 Real Estate Purchase
 ACME may/will reimburse legal fees for the purchase of an
“owner occupied family dwelling” at destination.
 ACME may/will reimburse costs associated with a registered
valuation to a maximum total value of $400.
 ACME may/will reimburse home loan establishment fees
provided an attempt has been made to negotiate a no cost
transaction with the chosen funding agency.
 Reimbursements relating to real estate purchase are valid for a
maximum of 3 months from the date of an employee’s arrival at
the destination location.
5.
RENTAL HOUSING
5.1 Rental At Origin Location
If an employee is renting at the origin location and the lease has a
period to run, ACME will not be responsible for any penalties or
losses.
5.2 Rental At Destination Location
Employees are responsible for paying the bond on any rental
property, rental accommodation finders fees will be reimbursed
by ACME.
5.3 Rental Of Employee’s Family Dwelling
ACME will not meet the cost of managing or leasing an
employee’s home throughout a tenure at another location.
6.
REMOVALS
ACME will pay the expenses of packing, uplift, linehaul, seafreight and
delivery of household goods and personal effects from origin to the
destination location. Exclusions and special conditions are identifid in
clauses 11, 14 and 15.
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ACME’s Preferred Removalist is:
ABC MOVERS
ACME will contact ABC Movers to initiate quotations for employees requiring
the transportation of household goods and personal effects. A second
quotation may also be sourced by ACME in association with the Employee.
6.1
International Removals
When moving from or to an overseas location, ACME will pay
verified costs for normal household goods and personal effects
within the following volumetric limits:
Single
*
Accompanied by partner
*
Accompanied by partner
and dependants
*
The actual nett volume of goods will not
Exceed 12 cubic metres, or 2966lbs,
whichever is the lesser.
The actual nett volume of goods will not
exceed 16 cubic metres, or 3954lbs,
whichever is the lesser.
The maximum volumetric entitlement is 30
cubic metres, or 7415lbs, or one twenty foot
shipping container, whichever is the lesser
An airfreight allowance may be provided in special circumstances or for
employees moving to furnished accommodation.
6.2 National Removals
When moving from one domestic location to another ACME will
pay verified costs for approved household goods and personal
effects.
6.3 Excess to Allowance
ACME will not take responsibility for relocation costs incurred by
employees having in excess of their designated allowances. Any
special considerations will be at the discretion of the General
Manager, Human Resources.
6.4 Pro Rata Refunds
Employees giving notice before the completion of an agreed term
of service may be required to refund a pro rata portion of the
amount paid by ACME. This will be determined by the General
Manager, Human Resources.
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7.
STORAGE
7.1 International Relocation
When moving to or from one international location to another,
ACME may/will pay for up to 28 days transit storage expenses at
the destination location if required.
7.2 National Relocation
When moving from one domestic location to another and
purchasing a home at the destination location, ACME may/will pay
for up to 28 days transit storage expenses at the destination
location if required.
Alternatively
If a home has already been purchased or the employee is renting
at the destination location, ACME may/will pay for a maximum of
14 days transit storage expenses at the destination location if
required.
8.
MARINE AND TRANSIT INSURANCE
Relocating employees’ household goods and personal effects will be
insured by ACME on a “door to door professionally packed basis” whilst
in storage at ACME’s expenses, or in the process of being transported.
It is the employee’s responsibility to determine the correct value of their
consignment and lodge the necessary documentation with ACME prior
to departure.
9.
TRAVEL AND BAGGAGE INSURANCE
ACME will provide travel and baggage insurance for employees,
partners and dependants relocating internationally. Employees are
responsible for ensuring they have taken adequate cover and for
lodging all necessary documentation with the approved insurers at
least 7 days prior to departure.
9.1 Exceptions
ACME will not reimburse costs associated with medical and
dental examinations or premiums associated with pre existing
medical conditions unless special arrangements have been made
with the General Manager Human Resources.
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10.
SETTLEMENT PROGRAMME
10.1 Preview Visit
In some circumstances a Preview Visit to the new location for
the employee and their partner may be made available prior to
the employee accepting the position under offer. This is to
enable evaluation of schools, real estate and other relocation
issues.
The following expenses may/will be reimbursed:





economy or thrifty return air fare for employee and partner, or
mileage at 0.55 cents per kilometer (within New Zealand)
two nights accommodation
reasonable meal costs excluding lunch
an arranged itinerary and escorted tour of pre determined
areas of interest to a maximum duration of 6 hours in total
(major metropolitan areas only)
10.2 Settlement Services
To assist employees and their families settle into their new
location selected Settlement Services may be/are available.
These include:




Welcome kit
Orientation tour
Home Search
Education Consultation
Settlement Services are recommended in major metropolitan areas only and
are planned by ACME in consultation with the employee to ensure needs are
established and met.
The following entitlements are available
Family Programme
*
(3 or more persons)
A maximum of 26 hours
available to employees
Internationally
A Maximum of 18 hours
available to employees
Nationally
(max 2 persons)
A maximum of 20 hours
available for employees
Internationally
A maximum of 14 hours
available for employees
Nationally
*
Basic Programme
*
*
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assistance
relocating
assistance
relocating
assistance
relocating
assistance
relocating
11.
PETS
ACME will pay reasonable expenses to assist employee’s relocate a
family pet. For the purposes of this Relocation Policy, pets are defined
as either cats or dogs.
12.
EXCLUSIONS
ACME’s financial responsibility will not extend to the transportation,
accommodation or storage of the following items:









13.
Motor vehicles of any kind
Articles for private enterprise or resale
Trailers, motorcycles, motorscooters, spare parts and accessories
Boats, yachts, etc
Wood, coal and other fuel
Building materials
Communication antennae
Farm machinery
Horses and other livestock
CUSTOMS IMPORT DUTIES
ACME will not be financial responsible for any form of customs import
duty, agricultural and quarantine charges, demurrage, steamcleaning
or other taxes.
14.
REIMBURSEMENTS
All approved reimbursements and relocation expenses will be paid by
ACME. Approved reimbursements fall into 3 categories each of which
has a straightforward process.
14.1 Expenses Charged Directly To ACME
Suppliers are requested to submit tax invoices to ACME.
Invoices should include the name of the employee. Payment will
be made directly to the supplier by ACME.
14.2
Expenses Met By Transferee
Employees by necessity may meet some approved expenses
themselves. Within 3 months of arrival at the new location the
employee is to submit an Expense Claim to ACME.
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 All claims received by ACME by calendar month end will be
reimbursed by the 20th of the following month
 An exception will be Real Estate commission fees traditionally
taken from the purchasers deposit.
 Commission statements detailing payments made can be
forwarded to ACME immediately and will be reimbursed within
5 business days of receipt.
Other approved allowances as determined by ACME and within
the parameters of the overall relocation expenditure.
15.
ADDITIONAL ALLOWANCE
In specific circumstances an additional allowance may be negotiated
with the Employee to assist in meeting relocation costs which are
incurred when relocating and not reimbursed elsewhere in this policy.
16.
MISCELLANEOUS
The reasonable cost of household cleaning services at the origin
location may be met by ACME.
All landscaping, gardening, lawn mowing and rubbish collection
services undertaken are the responsibility of the Employee.
ACME will reimburse expenses incurred by employees moving
internationally that relate to permanent residency application and
residency fees.
Quotations supplied to ACME for the transportation of household goods
and personal effects are based upon the original inventory prepared by
the removalist. ACME will not accept charges for additional effects
added to a consignment after the acceptance of a quotation.
Any special considerations, or conditions requested by an employee
that fall outside this policy must be applied for and require the written
authorisation of the General Manager, Human Resources.
Applications for special consideration must be received 14 days prior to
the packing of an employee’s effects at the origin location.
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